Filing W2/W3 using QB Desktop

Glad to have you join this forum and sharing your queries when filing annual payroll forms in your account, Peg123. I can provide guidance to help you file W2s and W3 forms electronically.

In QuickBooks Desktop (QBDT), filing these forms depends on the payroll product you're using. If you're utilizing QBDT Payroll Assisted, we'll file your forms for you and opt to print copies for your employees yourself. For Standard and Basic Payroll, you need to submit your federal and state forms manually by January 31.

However, if you have QBDT Payroll Enhanced, we can set up e-filing of your forms to prepare this year's compliances. Beforehand, please know that the availability of your 2024 W2 and W3 forms will be updated at the end of this annual period or January of the following year. 

Whenever you're ready, here's how to set up your W-2 e-filing:

1. In your QBDT account, go to Employees and select Payroll Setup.
2. From the Payroll Center, click on the File Forms tab.
3. On the Other Activities list at the bottom, select Change Filing Method. Then, Continue.
4. Choose the Federal Form W-2/W-3 from the list then select Edit.
5. Click on E-file. Then, Finish. This will open the enrollment instructions that you can read and print.
6. Close the View Enrollments window and select Finish Later.

From there, create your W-2 forms and send them electronically. Feel free to refer to this guide for more detailed information: File your W-2 and W-3 forms.

Additionally, here are some resources you can utilize to help you print or fix incorrect details from these forms:

• Print your W-2 and W-3 forms
• Fix an incorrect W-2 and W-3

If there's anything else you need additional assistance with when managing annual payroll forms in your account, feel free to let us know in the comments below. We'll be around to help. Keep safe and have a good one!

How do I find out whether I have payroll assisted or payroll enhanced?

Hello there, @Peg123. 

Let me chime in and help you find out whether you have payroll assisted or payroll enhanced in QuickBooks Desktop (QBDT).

Here's how:

1. Go to the Employees menu.
2. In the My Payroll Service select Account/Billing Information.
3. Your subscription details will be displayed, including whether you have Assisted Payroll or Enhanced Payroll.

For future reference, check this article to learn how to download the latest QBDT subscription: Manage your QuickBooks Desktop subscriptions and services.

If you have any concerns about managing payroll subscription , please tag me in the comment section, @Peg123. I'll assist you in any way possible.

does quickbooks file these with the SSA BSO website or some other way.  THe BSO website is wanting a .txt file that is zipped to upload.  Does this still have to be done if going through QB efile?

Hello rburba21!

Thank you for reaching out to the QuickBooks Community. As my colleague mentioned above, we handle everything. However, if you are using QuickBooks Payroll Enhanced, there is a separate process for state W2s. If this is the case, please see the article below for more details:

• File your state W-2s with Quickbooks Desktop Payroll Enhanced

Please let me know if you have additional questions or concerns. My team and I are here to assist. See you later.